Introduction to Administrative Office Management PDF

INTRODUCTION TO ADMINISTRATIVE OFFICE MANAGEMENT Teamwork-Creating a work culture which values collaboration. Consistency- It keeps the flow of teamwork and reduces the need for other players to add to their work load. Cohesion- It is the ability to hold together no matte how difficult the circums...

INTRODUCTION TO ADMINISTRATIVE OFFICE MANAGEMENT Teamwork-Creating a work culture which values collaboration. Consistency- It keeps the flow of teamwork and reduces the need for other players to add to their work load. Cohesion- It is the ability to hold together no matte how difficult the circumstances get. Flexibility- employee and employer making changes to when, where, and how a person will work to better meet individual and business need. TYPES OF FLEXIBILITY: Formal Flexibility the policies are "officially approved by human resources, policies as well as any official policies that give supervisors discretion to provide flexibility. Informal Flexibility- refer to policies that are not official and not written down, but are still available to some employees, even on a discretionary basis. Administrative Office Management- It is the profession involving the design, implementation, evaluation, and maintenance of the process of work within an office or organization, In order to maintain and improve efficiency and productivity. Enterprise-wide system- allow an organization to integrate a diverse array of functions which can provide a powerful tool for managerial decision-making and control. Enterprise Resource Planning is company-wide computer software-base system used to manage and coordinate all resources, information and functions of a business from shared data stored. The Most Significant Thrust In AOM Information Management (IM)- It entails organizing, retrieving, acquiring and maintaining information closely related to data management. Knowledge Management- involves managing the organization's intellectual capital, human resource and strategic relationships. Office Manager- responsible for monitoring and reviewing systems, usually focusing on specific outcomes such as improved timescales, turnover, output, sales. RESPONSIBILITIES OF AOM Planning function. Is all about planning and development. Assessing the need for designing and implementing totally new functions and services Organizing function. This is necessary to produce effective methods and techniques when implementing changes to maximize organizational and individual productivity, Staffing function. This is about the growth and experiences of an employee. Directing function. This is all about employees to assure that they comply with the policies and a procedure of their performance meets the expectations of the employees. Controlling function. This is about the quality and quantity of the work. This is where we take corrective actions whenever necessary. This also motivates employees to be cost conscious. Administrative Assistant- may be responsible for compiling or even composing some parts of a formal report. CHAPTER 2: WORKPLACE Workplace- is a place such as an office or factory, where people are employed. It is also the place where one is employed or customarily does one's work. 5 FORCES SHAPING THE FUTURE Place Workplace is not only a place we go, but it's also a thing we do. The place we go to work influences how we perform. The workplace is constantly evolving, so it requires a physical transformation of the fixed spaces in the office because hinders the creativity and collaboration of the employees. People People are the one's who does the work in the office. Employee engagement doesn't only revolve around the pay cheque, it's also about how we recognize the hard works and reward the employee in other way. Offering flexibility is one possible way to Increase their productivity, reduce stress and boost their employee morale. Transport-It talks about the distance and transportation mode of the employees to reach the workplace. Technology The tools we use at home are becoming more advance. However, some business leader doesn't keep up with these changes To address this some companies implement a BYOD policy, where employees allowed to use their personal device at work to become more comfortable and lessen the time for training. Culture - As work life becomes more flexible, blending home and work life, there's a growing issue with the trust in the workplace. ETHICAL THEORIES NORMS- Cultural values dictate workplace ethics and encourage staff to behave in certain ways. UTILITARIANISM- to uphold everyone's best interest, but in reality it benefits a greater number of workers while compelling the rest to adapt to majority rule. DEONTOLOGY- Intrinsic value of good will-behavior that is not dependent upon an outcome to justify its occurrence. EGOISM-Gives people permission to consider only what benefits their personal needs. KEY AREA TO MONITOR TO ASSESS LEVEL OF STRESS Demands including such issues as workload, work patterns and work environment. Control How much say the person has in the way they do their work. Support includes the encouragement, sponsorship and resources provided by the organization, line management and colleagues. Relationships includes promoting positive working to avoid conflict and dealing with unacceptable behavior. Role whether people understand their role within the organization and whether. the organization ensures that the person does not have conflicting roles. Change how organizational change is managed and communicated within the organization. Stress Management- is a useful skill that many don't take advantage of many of us and leaders alike. 10 reasons why to use stress management Improves ability to motivate employees - Stress negatively impacts the employee morale, it can lead to reduce the focus and reduce the ability to think positive. So, by managing stress it can improve your mental health and can create positive healthy work environment. Lessen opportunity to decrease productivity Stress can directly impacts your productivity. Due to lack of focus and poor time management skills, it affects your work performance and productivity. Managing stress helps to maintain your productivity level. Improves ability to lead - As a leader, stress management can be your friend. Because at work, there are times that your subordinates will be asking for your assistance or guidance. A leader who can manage their own stress can provide a support for the team. Allow the meeting of deadlines - Stress can lead to decrease your focus and concentration making it hard to meet deadlines. Stress management contribute to maintain your productivity. The result here It you will able to meet the deadlines and keeps you focused. Decrease chances of unethical issues When people are stressed, they are more likely to do unethical actions or decisions. Removing your stressor enables you to maintain ethical actions. Company may implement an ethics seminar to create an ethical work environment. Reduces possibilities of workplace conflicts Stress often leads to misunderstanding. Conflicts inside the workplace is inevitable especially when stressed people meets. So, managing stress is important to reduce conflicts to make a harmonious work environment Strengthen communication process When stress level is high, it negatively impacts the communication process of a person. This leads to misunderstanding and miscomunication. Removing your stressor will help you to communicate and enable you process thing properly inside your head. Smooth running projects When an employee have a project and stress comes out, it would be difficult for him to manage it. The employee is more likely to missed the deadlines and unable to create a better work. Managing stress helps you to have a better output. Improve your ability to develop teamwork and team building-When an employee is being stressed, he is more likely to be uncooperative and being withdrawn with his teammates. This negatively impacts the team work which can cause delays. Removing your stressor allows you to create a more collaborative workplace and to unite with others. Helps in writing performance appraisal Stress can affect your performance. This can lead to reduce your productivity and poor performance. Managing stress is important because it will help you on your career development and able to do well in your job. TIME MANAGEMENT - refers to managing time effectively so that the right time is allocated to the right activity. ELEMENTS OF TIME MANAGEMENT Effective Planning Prepare a to do list or a "task plan". Jot down the important activities that need to be done in single day against the time that should be allocated to each activity. Do not begin fresh work unless you have finished your previous task. Setting goals and objectives - Working w/o goals and targets in an organization would be similar to a situation where the captain of the ship loses his way in the sea. Set targets for yourself and make sure they are realistic ones and achievable. Setting deadlines - Set deadlines for yourself and strive hard to complete tasks ahead of the deadline. Use a planner to mark the important dates against the set deadlines. Delegation of Responsibilities - Learn to say "no" at workplace. Don't do everything on your own. The roles and responsibilities must be delegated as per interest and specialization of employees for them to finish tasks within deadlines. Prioritizing tasks Know the difference between urgent and Important Identify which tasks should be done within a day. Tasks which are the most important should be done earlier. Spending the right time in the right activity Develop the habit of doing the right thing at the right time. Don't waste a complete day on something which can be done in an hour or so. REQUIREMENT FOR TIME MANAGEMENT Organized Keep 1. your things tidy, so you don't have to waste your time for searching in your disorganized things. Declutter items that are no longer need. Being organized means you are able to plan things effectively. 2. Don't misuse time-Put your focus and attention to your task. Keep in mind that the company doesn't pay you for playing games and gossiping with others. Finish first your task then once you're done you can do what you want. 3. Be focused Maintain your focus because people easily get distracted. Organize your desk and only put things you need on working your task to stay focus. Develop the habit of using planners foe better time management. BUILDING A TEAM ENVIRONMENT IN THE WORKPLACE 1. Choose your leader Pick a manager who you know your employees trust and will be willing to follow. Ideally, you want someone aho is visionary but not egotistical; someone who can delegate and keep the team focused, w/o turning into a tyrant. 2. Find the right team size Big teams do have the advantage of drawing on more skill sets, but a larger group of people can also have more trouble reaching a concensus. Small teams can foster close working relationships. 3. Pick your team members - Members should bring a diverse set of skills and personalities to the table, each of which complements the project and the the group reach its goal. All of the team members should be competent a, efficient and able to wrok well together. 4. Set roles Clearly define each person's position, and what the or she needs to accomplish within the team. 5. Determine how the team will fit within the organization Will it be self-managed or overseen closely by corporate management? 6. Establish a collaborative environment - Team work is built on trust. All employees should feel comfortable asking questions, expressing their opinions and making suggestions, Each person's input should highly valued. CHAPTER 3: EFFECTIVE COMMUNICATION Communication is the of transferring information from one place to another. DIFFERENT CATEGORIES OF COMMUNICATION: Spoken or verbal communication-face to face, telephone, radio, tv, and other media. Interpersonal or oral communication skills are the ones most prized by employers in the new informal workplace atmosphere. NON VERBAL COMMUNICATION-body language, gestures, how we dress or act even our scent. WRITTEN COMMUNICATION-letters, e-mails, books, magazines, the internet or via other media. VISUALIZATIONS graphs and charts, maps, logos and other visualization can communicate messages. GOOD WORKPLACE COMMUNICATION SKILLS 1. COURTEOUSNESS a person should always be courteous while speaking to anyone in the workplace. 2. PRECISION mostly consists of delegating tasks and reporting results. 3. LANGUAGE one should never use any slang terms, while at work. 4. LOW SPEAKING VOLUMES but speaking loudly is disturbing to other people around you hence, a low speaking volume should be maintained. 5. CLARITY- to ensure that the person you are speaking with has completely understood what you have to say. 6. LISTEN TO OTHERS one of the effective communication skill at work. 7. POSTURE AND BODY LANGUAGE- they say action speak louder than words and the same can be considered to be true at the workplace. PRESENTATION- is a means of communication which can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team. TELECOMMUNICATION- is the exchange of information over significant distance by electronic means. ERGONOMICS- the science that seeks to adapt work or working conditions to suit the worker. The study of the problems of people adjusting to their environment. 1. INTERNAL SOURCES- It is better to promote an employee who meets the requirements of the position than hiring from the outside. Employee Referral. When this is used, employee recommend individual for open positions within the organization. Referrals give employees a feeling of recognition or it may cause problems if the individual referred does not perform satisfactorily. Employee Promotion. Morale is likely to increase and turnover decrease when employees can be promoted. Databanks. The information regarding employees' job qualifications is stored in a computerized databanks. This can be easily and quickly screened to determine which employees are presently qualified for the open position. 2. EXTERNAL SOURCES 3. UNSOLICITED APPLICATIONS- this used to apply for a position without knowing whether an opening actually exist. Individual using this method may apply either in person or by mail. Advertising-newspaper, magazines, journals Educational Institution Placement Service Public Employment Agencies and Private Employment-job fair Web-based Employment Service- Indeed, Jobstreet Supervision is managing others through leadership and personal influence. Supervisor play important role in the business environment. Their primary job is to see that the work performed by employees is completed on time and at the highest level of quality. Employee Development which helps maximize use of human potentials is see as a continuous process. Performance Appraisals method by which the job performance of an employee is evaluated typically by the corresponding manager or supervisor. Part of guiding and managing career development. Process of obtaining, analyzing and recording information about the relative worth of an employee to the organization, Promotion is the advancement of an employee's rank or position in an organizational hierarchy system. Job Analysis is a step-by-step specification of an employment position's requirements, functions, and procedures. Job Content refers to the workers job activities or what workers actually do on the job. Job Context refers to the conditions under which the work is performed and the demands such jobs impose on the worker. Work Requirement refer to the worker qualifications needed to perform the job successfully. : Knowledge- the body of information one needs to perform the job. Skill the capability to perform a learned motor task, such as forklift operating skills and word-processing skills. Ability- the capability needed to perform a non-motor task. Personal Characteristics an individual's traits pr his ability to adapt to the circumstances in the environment. Credentials proof or documentation that an individual possesses certain competencies. Job Evaluation is a process of systematically determining a relative internal value of a job in an organization. It is a system for comparing jobs for the purpose of determining appropriate compensation levels for job individual jobs or job elements. Job Ranking is the simplest and easiest job evaluation method: jobs and the employees who perform those jobs are ranked from highest to lowest depending on their quality and value to the organization. Job Classification is a method uses job classes or job groups to provide more customization in the evaluation. Also, uses scales to measure performance rather than comparing and ranking employees. Factor comparison this method is more scientific and complex than any other method. Each job is ranked according to a specific set of factors, such as physical effort, or responsibility, all of which have predetermined weights indicating their importance to success. Point method this measures performance through scales and job factors rather than focusing on entire job functions and ranking employees against each other. Consideration it is usually seen as the most reliable and valid evaluation method by employees compared to more subjective methods such as the job ranking method. Compensation is a tool used by management for a variety of purposes to further the existence of the company. It may be adjusted according to the business needs, goals and available resources. Job analysis the process of analyzing jobs from which job descriptions are developed. Job analysis techniques include the use of interviews, questionnaires and observation. Pay Structures-useful for standardizing compensation practices. Salary surveys Companies may purchase results of survey conducted by survey vendors or may conduct their own salary surveys. This may include average salaries, Inflation indicators, cost of living indicators, salary budget averages. Base pay Commissions Overtime pay TYPES OF COMPENSATION Bonuses, profit sharing, merit pay Stock options Travel/meal/housing allowance Benefits including dental, insurance, medical, vacation leaves, retirement, taxes. INCENTIVE PAY is any factor (financial or non financial) that enables or motivates a particular course of action, it is an expectation that encourages people to behave in a certain way. It aims to provide value for money and contribute to organizational success. 1. 2. 3. Renumerative incentives are said to exist where an agent can expect some from of material reward especially money in exchange fro acting in a particular way. Moral incentives are said to exist where a particular choice is widely regarded as the right thing to do. Coercive Incentives are said to exist where a person can expect that failure to act in a particular way will result in physical force being used against them. COMMON PERSONAL PROBLEMS The inherited poor performer can be the most difficult problems to take care of because most of these people have developed their poor performance level from years of little or no supervision. The excuse meister to blame someone else and divert attention away from what really happened. The piss- poor attitude - trying to change someone's attitude can take a great deal of patience, determination, and commitment, because the person may not even realize they have a problem. The lazy lump the person who seems to get away w/ doing a whole lot of nothing. CHAPTER 6: CUSTOMER AND EMPLOYEE SATISFACTION WORKPLACE TEAM means a group of employees who are working together in either a temporary or permanent basis to achieve common objective. TYPES OF WORKPLACE TEAMS Project team - a group of people brought together to accomplish a particular project; when the project ends, the team ends. Cross functional departments. made up of employees from different Self directed work team - a team that determines how it will get a job done and has the authority, and often the budget, to carry out decisions.